MCIS Claim Editor User Guide (ERDF-GN-1-008)
Contents
1. 6 Yos our expenditure X No Latest Capital Expenditure Forecast y p Page ls complete a1 02 03 04 Total 1 Contains errors or warnings 2007 250 ai oT a 1 000 M Contains information only Offer Targets 250 250 250 1 000 998 Enter forecast 322 332 334 expenditure values in 332 334 334 1 000 each box displayed Previous Step Next Step Note lf no capital expenditure is contracted against this Priority Axis for the lifetime of a project or this is a Progress only claim the Steps navigation pane will display a green tick against Capital Expenditure and the page will not require data to be entered Claim Editor User Guide Page 23 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 About this screen This screen is designed to capture details of capital expenditure defrayed during this claim period monthly or quarterly and the anticipated capital expenditure over the remaining quarters of the project It also shows Capital expenditure to date excluding this claim period by category The target for capital expenditure as per the funding agreement in this claim period The target spend for this claim period based on the figures in the Funding Profile Under the Latest Capital Expenditure Forecast heading MCIS shows for reference The forecasted figures for all subsequent claim periods Completing this screen 1 Enter the value of capital expenditure spent du2. where x is the person to who was selected Note that this action will not cause the claim to change status from draft as routing it has not moved the claim through the workflow Moves to the previous page and if any changes have been made to the page saves the changes Moves to the next page and if any changes have been made to Next Page the page saves the changes Saves the data entered on the current screen Clears any data entered on the current page which has not yet Restore been saved If you have clicked on Next Step Previous Step or Save the restore function will not work This button will only display once you have green ticks displayed in the Steps Navigation pane against all pages and you have entered a comment in the Comments Page Claim Editor User Guide Page 17 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Claim Header At the top of each claim screen a range of key information about the iveness and Employmi project and the claim IS displayed Angel of the North North East Regional Compe Reference 1 1 1 Claims P1 Enhancing and Exploiting Innovation Humber Period Period End Type Status Grant Paid Version Offset Ineligible Expenditure Recovery Mechanism Recovery Status il Quarterly 31 03 2008 Interim 0 00 0 00 0 00 2 Quarterly 30 06 2008 Interim 0 00 0 00 0 00 A range of project and claim specific information is presented on ea
3. 1 From your home Tasks page click on the Projects tab 2 The screen below displays Search For Projects Filter Criteria Programme North East Regional Competitiveness and Employment Programme v Projects Vv Project Organisation Aggregate Project IV Status vi Priority Axis ld Group Project Reference Current Owner Project Sort By Project Ref vi Sequence asc Desc Page Size f 0 About this screen This screen allows you to search for project s held on MCIS Grant recipient users can search only for projects associated with their organisation A range of criteria can be applied to your search as detailed in the table below Note MCIS allows you to use a wildcard search e g if you want to find all projects which start with A type A in the Project Name field Wildcards can be used in any alphanumeric field Claim Editor User Guide Page 10 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Search Criteria ee Programme To perform a search you must first select the correct programme Click in the field to display a list of all programmes in your region and select the appropriate one Priority Axis ID To search against a specific Priority Axis enter the Priority Axis reference in this field e g P1 P2 Project Ref Each project has a unique reference code assigned to it by the PDT Enter this reference here to search for a single project
4. The file name will appear in the Local File required field d Enter a title for the attachment in the Title field e Click on the Upload Attachment buiton f Click on the Abandon Upload bution if you have chosen the wrong item to attach Select the correct item and then repeat steps g If you wish to add more than one attachment repeat the upload process 4 Click on the Next Step button The History page displays Scroll down to reveal the Submit button in the bottom right of the screen Claim Editor User Guide Page 37 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 C story P History Financial Performance e History BD Tar gets Performance Status Date Owner Role Commen t Attachmen t Capital Expenditure A Reverie Expenc liture None 27 08 2008 1NE Claim Editor Claim Editor Claim created Income A Targets A Previous Step Next Step Progress v m Grant Payable 3 Comments Submit D 5 Click on the Submit button The claim is forwarded to the Claim Reviewer 6 The Claim Schedule redisplays The status of the claim has changed to Pending Applicant Review The claim will now appear in the Task list of users with the Claim Reviewer role P1 Enhancing and Exploiting Innovation Humber Period Period End Type Status Grant Paid Version Offset Ineligible Expenditure Recovery Mechanism Recover y Status 1 Quarterly 31 03 2007 Interim Pending Re
5. lf a Claim Reviewer returns your claim for amendment or additional information a notification will display in your Task list to Amend Claim Tasks Date Raised 29 09 2008 29 09 2008 29 09 2008 29 09 2008 12 09 2008 Reference Hame Priority Axis Claim No Raised By Status Action MNODD10101 Steve s massive project P1 2 NARDA Claim Reviewer For Acceptance Amend Claim Again of your choice Of your choice P4 2 NARDA Claim Editor Routed to Nicola Woods View Claim XOO396PQ Orange Street Gateway P3 2 NARDA Claim Editor with MARDA Claim Editor Amend Claim x00034 Bowness Boats P1 2 NARDA Claim Editor With MARDA Claim Editor Amend Claim ees Hannah s Big Boat Build P2 2 lan Ruth ith lan Ruth View Claim A Claim Approver may also return your claim In this instance you will receive an phone call or an e mail from your PDT about this The claim will also display in your Task list with a required action of Amend Claim 1 Click on the Task list notification The claim History page displays 2 Read the comments at the top of the history report These should indicate the reason s why the claim was returned 3 Make the necessary amendments 4 Click on the Steps Comments link 5 Add your comment for the Claim Reviewer and an attachment if required 6 Click on the Next Step button to save your comment and to display the Submit button 7 Click the Submit button You will be prompted to confirm your actio
6. Attachments greater than 5 MB may fail Local File required Browse Title Required Description oo Upload Attachment Abandon Upload To add a file click on the Add Attachment button a Click on the Browse button b Navigate to where the file you wish to attach is stored c Select the file and click Open The file name will appear in the Local File required field d Enter a title for the attachment in the Title field e Click on the Upload Attachment button f Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps g If you wish to add more than one attachment repeat the upload process Claim Editor User Guide Page 25 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Note An Excel template to capture the required information of invoice totals has been provided by the Department for Communities and Local Government to PDT s for issue to Grant recipients 2 Enter forecast capital expenditure for future claim periods in the boxes provided The target expenditure as per the quarterly funding profile is displayed below the forecast boxes Historic actuals are also displayed This must be updated with each claim Note MCIS will total these costs and use them to calculate the grant payable Claim Editor User Guide Page 26 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Publi
7. Income Income this Claim required ooo Maximum 0 a E K KKK Enter the value of total income generated during this claim period x About this screen This page captures information about any income either planned or unplanned generated by a project Maximum reflects the total planned income over the lifetime of the project as stated in the funding agreement Any income declared on this screen which is over and above this figure is deemed Excess Income and is deducted from the grant due see Grant Payable this Claim screen described later Income is declared in the funding agreement as match funding Completing this screen Enter the total value of project income achieved during this claim period Not all projects generate income Your funding agreement will indicate whether or not yours does and this only needs to be completed where this is the case If your project was not agreed with income in the funding profile and you enter figures in this screen the PD T will contact you to discuss this before the claim is processed Claim Editor User Guide Page 30 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Target Details To display this screen Click on the Next Step button or an individual target within the Targets page or click on the Target Details link in the Steps navigation pane About this screen This page displays details of the targe
8. Project Name Enter the project name to search for a specific project Project Enter an applicant name to display all projects associated with Organisation that organisation Current Owner PDT users may enter the name of the current owner of the project to search for all projects that person is responsible for Sort By Click in the field to display and select from a list of sort options to determine how your search results will display The default setting is Project Ret Sequence Results will display in an ascending order If you wish to view results in a descending order click the Desc radio button Page Size Click in this field and enter the number of results you would like to appear on each page The default setting is 10 Click in this field to display and select from a list of different statuses to search for all projects you are permitted to view at that status 3 Enter your chosen search criteria 4 Click on the Search button 5 The Profile Overview page displays Claim Editor User Guide Page 11 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Profile Claims Overview Offer Details Contractual Details NB The information in this section can only be amended in the Offer Details Your project profile Applicant OneNorthEast Address d i splays There are currently no addresses to display Grant Acceptor 1NE Grant Acceptor Conta
9. 2009 500 000 500000 n 250 000 0 0 a 0 0 0 0 0 0 0 0 7 m ff Warning Clicking on one of these links may result in unsaved changes being lost About this screen This screen shows the sources of funds that the project will draw upon to cover its planned expenditure profiled by year across the lifetime of the project As well as public private and voluntary match funding sources it also displays the ERDF contribution and any anticipated income The funding profile is contractually agreed between the PDT and the project grant recipient and any changes to the match funding component must be reported on the claim Claim Editor User Guide Page 48 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Quarterly Funding Profile To display this screen Click either the Next Step button at the bottom of the Yearly Funding Profile page or on the Quarterly Funding Profile link in the Steps navigation pane Offer Details Offer Details COE p cuartery Funding Profit s P History E Pr oject and Applicant vi Details P1 Stimulating Enterprise and Supporting Growth in Target and Markets Claim Schedule v Targets v Public Sector Public Private Private Voluntary Voluntary Planned EIB EIF E Costs Profile s Total Actual Sector In Sector Sector In Sector Sector In Income loans n Kind Actual Kind Actual Kind B Yearly Funding Profile vi E Quarterly Funding w Total Cap Rev Cap Rev Cap Rev Cap Rev Cap
10. 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Route a claim lf you require another Claim Editor to add data to the claim or review it before it is submitted to the Claim Reviewer you should use the route function on MCIS 1 2 Click on the Comments link in the Steps navigation pane Add a comment in the Comments box provided Click in the Route field and select the appropriate person from the dropdown list presented Only people in your organisation with the Claim Editor role are provided as options Click on the Route button You will be prompted to confirm your action Click on OK Your homepage will display In your task list a notification will indicate that the claim has been routed Tasks Date Raised 29 09 2008 29 09 2008 29 09 2008 12 09 2008 11 09 2008 Reference Name Again of your choice Of your choice XOOSS6PQ Orange Street Gateway x00034 Bowness Boats pc Hannah s Big Boat Build NODD10101 Steve s massive project Claim Editor User Guide Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Priority Axis Claim Ho Raised By MARDA Claim Editor MARDA Claim Editor NARDA Claim Editor lan Ruth MARDA Claim Editor Status With MARDA Claim Editor With lan Ruth With MWEDA Claim Editor Action View Claim Amend Claim Amend Claim View Claim Amend Claim Page 40 of 50 Deal with returned claims
11. AEEA E e lk e a ak a ka 29 PROGRESS cccccocceccecceceececceccecsccucceccecaccacceccucsuseecauaecseseccucsecsececsuseecauaucseteccucsecsececcacaessuceccucaessecsesass 33 GRANT PAYABLE THIS CLAIM 0cccccsccecccecceccecccecceccecuccuuceccecuececuccuuaucaecuecsuaececuusuuaecaesuusuecesauaesaeeeeaass 35 PROGRESS ONLY CLAIMS cccceccececcececcececcececcececcececucecuuauuuccucecuucecsucecseausseauuuceuecsuaecuueecscauaecauaesecaenes 36 OMANI MIN ton asid vases av l ay zi lott aje ad tl otila ty kn ie klan ele en fia at a a re A l e n al a a ka a kl a kn 36 SAVE AND aio tc caste cases a ala as atak E l a a an e stone ea a a a E kt a a an kk be e 39 ROUTE A CLAIM cccccsccnccscnscnscnscecnscnscnsnscnscnscnenscnscnsccensensensesenscnscnsnsensnecnsenscnsnsensensessnsenseneesensensenaness 40 DEAL WITH RETURNED CLAIMS 00e kata 0a kaa anana ea nana aa kaka aa kaa w aaa aaa aaa aaeaanaasaesasoansenosoassanosnnanannanannn 41 OFFER DETAILS etre ee pe ia ki of cee ee a a e eee a a a a aa m e a ok a ki a al a a eee aa 42 KWE TO P VE is tv ata tit l det tk e od a a a cee ok kal a e ae ak a cine e n tat an e od e a e e de ok n en ek ke bak 43 PROJECT AND APPLICANT DETAILS ki wot tata tait al hat a ak ad kak kk an e ka ki dal aka an ak a a ka al ka a kk 44 CA AIME SE T BUT tir e tat ia a kid tante te neste ei a kt kan tye e a a la tee an bd 45 RPGS entier onsi ia yota tate titit ane kata E ta n inert fe E ket it AE AA kk kat an ke ap l ke NO 46 o caie
12. Accessing Employment m P5 Technical Assistance Dates Start Date 0101 2008 ddimmiyyyy Date Expenditure First Eligible for 012009 deinmiyyyy Financial Completion Date fot 212009 ddiinmiyyyy Practical Completion Date jor 10172009 ddimmiyyyy Application Date fot 01 2008 ddimmiyyyy Previous Step Next Step Delete New Project Forward to Applicant Under Amendment Claim Editor User Guide Page 44 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Claim Schedule To display this screen Click either the Next Step button at the bottom of the Project and Applicant Details page or on the Claim Schedule link in the Steps navigation pane About this screen This screen displays the contractually agreed claim schedule for the project It will either a display a Monthly or a Quarterly schedule Hoole Bridge Regeneration North West Regional Competitiveness and Employment Programme Reference NO000001 Status Draft Current Offer Details Sc claim Schedule Profile J History Project and Applicant vi i iod oN J PE Claim Period C oua rterly Mo nthly Details E Claim Schedule L Hext Claim Start 01 01 2009 E Targets V Update and Generate Suggested Schedule Costs Profile x E Yearly Funding Profile vi Yearly Funding Profile 2009 Quarter ly Funding x Profile Humber Period Due Type Terms amp Conditions X 1 01 01 2009 31 01 2009 07
13. Type Interim EE o Financial Performance D History P Financial Performance D Targets Performance Had Contracted versus Actual Expenditure L Capital Expenditure x 3 000 00 E Revenue Expenditure 0 Income x 2 000 00 C Targets x Progress x 1 000 00 z B Grant Payable F Comments x 0 00 Contracted Warning Clicking on one of these links may result in unsaved changes being lost M Total Expenditure to Date Total Expenditure this Claim Key Remaining Approved Expenditure Can claim be submitted with page in this state v Yes te Mo Contracted Actual Page Expenditure To Date Excluding This Claim 0 0 eu Expenditure This Claim 0 0 Is complete F Contains errors or warnings Forecast Remaining Expenditure 2 000 0 I Contains information only Total Approved Expenditure 2 000 0 Previous Step Next Step Claim Editor User Guide Page 20 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 After the Claim Help Text Test North East Regional Competitiveness and Employment Programme Reference 999 Offer Details Status Live Priority Axis P1 Claim 1 vi J History W Financial Performance a D Tar gets Performance E Capital Expenditure Revenue Expenditure Income dv Targets vA Progress vA Grant Payable 5 EE i it TD n Comments x W
14. am making live 21 5 08 l Deliverer listed at the top Costs Profile Va E Yearly Funding Profile vi Offer Issued 21 08 2008 SEDA Grant Grant Acceptor mahppy to accept the offer Please confrim project is made live Regards Acceptor 21 808 Quarterly Funding r Profile Offer Approved 21 08 2008 SEDA Project Project Deliverer ok am forwarding to applicant for approval 21 8 08 Deliverer Terms amp Conditions y of Offer Pending Approval 2108 2008 SEDA Grant Grant Approver Am happy to approve this Please continue process by forwarding to applicant Approver 21 5 08 Commen ts v Draft 21 08 2008 SEDA Project Project Deliverer Please bgin make livwe Process 21 3 08 Warning Clicking on one of Deliverer these links may result in unsaved changes being lost None 21 08 2008 SEDA Project Project Deliverer Project created Deliverer Key Can project be submitted with page in this state Previous Step Next Step ra ne From this screen use the Steps navigation pane or click on the Next Step button to move through the pages and view the details of the funding agreement Claim Editor User Guide Page 43 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Project and Applicant Details To display this screen Click either the Next Step button at the bottom of the History page or on the Project and Applicant Details link in the Steps navigation pane About this screen This screen shows the hea
15. expenditure values in each box displayed About this screen The Revenue Expenditure page captures details of revenue expenditure defrayed during this claim period monthly or quarterly and the anticipated revenue expenditure over the remaining quarters of the project Under the Latest Revenue Expenditure Forecast heading MCIS shows for reference Claim Editor User Guide Page 27 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Total Achieved to Date All revenue expenditure reported to date i e including the revenue expenditure reported on the current claim Completing this screen The revenue expenditure screen is completed in exactly the same way as the capital expenditure page 1 Enter the value of revenue expenditure defrayed during the claim period against each revenue expenditure category in the box es provided Values must be entered for all categories displayed The total soend to date excluding this claim period by category is displayed for reference The target revenue expenditure for this claim period as per the Funding agreement is displayed at the bottom of the right hand column Note When the screen is validated where the value entered differs from the target value by more than 10 the user is presented with a box in which to enter a reason for the variance This must enable PDTs to determine whether or not the explanation is sufficient and they can co
16. navigation pane explains what No the page icons mean For example a blank page icon Page shows a page is empty while a grey page icon El indicates that the page is read only Is complete Contains errors or warnings Mi Contains information only Claim Editor User Guide Page 16 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Saving your Work When you are drafting or editing a claim always save your work on a page by clicking on either the Save Next Step or Previous Step button If you click ona Steps link to move to a new section before pressing one of these buttons you will lose any unsaved changes Buttons A number of buttons are available to you as you complete your claim These are described in the table below This button enables you to route the claim to another user in your organisation with the Claim Editor role It is only available on the Comments screen You should use this function if for example you open a claim in error or if you require another Claim Editor to add data to the claim before it can be submitted to the Claim Reviewer Click in the Route field and you will be presented with a dropdown list of people in your organisation with the Claim Editor role Select the appropriate person and click on Route When you route a claim to another user a notification will appear in all Claim Editors Task lists The status of the notification will read routed to x
17. part of the page shows the numeric values that support the graph and a percentage indication of how much expenditure slippage has taken place on the project Claim Editor User Guide Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Page 21 of 50 The page displays a before claim and after claim position When you have entered all data on the claim return to this screen to display the after claim view Targets Performance To display this screen Click either the Next Step button at the bottom of the Financial Performance page or the Targets link in the Steps navigation pane About this screen This page displays the project targets Against each is the target to date the actual achieved and achieved by the end of the last claim period Click ona link to view Priority Axis P1 Period 01 01 2007 31 03 2007 the Target Status Draft Claim 1 vi Due 30 04 2007 details Type Interim P History Claims Financia anc e M Financial Performance Target To Date Achieved To Date Yo Achieved B Targets Performance 250 00 500 00 200 Capital Expenditure A Revenue Expenditure vl 12 50 25 00 200 Incom e oY No of gross jobs safeguarded men Number Results 62 50 400 00 16036 Target A Progress A P Grant Payable Previous Step Next Step l x SSS eae Note Like the financial performance screen you may wish to view this screen twice As you move throug
18. view tasks raised by a specific person on MCIS enter their name here Click in this field to display different task statuses by which you can then filter your list Locked Against lf you wish only to view tasks locked against a specific person on MCIS enter their name here This may be you or another user Click in the field to display a list of actions for example Certify Claim which you can then select from and filter by Priority Axis ID Enter a Priority Axis ID numeric to display only tasks relating to that Priority Axis Sort By Click in the field to display and select from a list of options to sort your tasks You may sort by any of the Task List column headings The default setting is Date Raised Results will display in descending order If you wish to view results in an ascending order click the Asc radio button Page Size Click in this field and enter the number of results you would like to appear on each page The default setting is 10 Sequence Claim Editor User Guide Page 9 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Initiate a claim As a Claim Editor you should know when a claim for your project is due to be submitted and should log in to MCIS to initiate the claims process Claim schedule information is held on MCIS in the claims tab To create a claim you must first search for and open the project you wish to make a claim against
19. 02 2009 Interim of Offer 2 01 02 2009 0102 2009 07 03 2009 Final Comments x 3 01 04 2009 30 06 2009 08 07 2009 Progress Only Warning Clicking on one of these links may result in 4 01 07 2009 30 09 2009 08 0 2009 Progress Only unsaved changes being lost 5 0110 2009 3142 2009 08 01 2010 Progress Only Key Can project be submitted with page in this state 2010 Y Yes Humber Period Due Type X No 6 01 01 2010 31 03 2010 08 04 2010 Progress Only Page 7 01 04 2010 30 06 2010 08 07 2010 Progress Only _ ls empty E ls complete 8 01 07 2010 30 09 2010 08 0 2010 Progress Only 2 Contains errors or warnings g 0110 2010 3112 2010 08 01 2011 Progress Only B Contains information only Previous Step Next Step Delete New Project Forward to Applicant Under Amendment Claim Editor User Guide Page 45 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Targets To display this screen Click either the Next Step button at the bottom of the Claim Schedule page or on the Targets link in the Steps navigation pane About this screen This screen summarises the annual outputs that the project is contracted to deliver by Priority Axis across its lifetime Profile Current Offer Details Offer Details C eu targets D History E Project and Applicant v Details P2 Exploiting Innovation and Knowledge Claim Schedule vA E Targets O
20. 8 2008 Key Pending Review 2108 2008 Page Is empty Dratt 2108 2008 ls complete None 21 08 2008 Contains errors or warnings B Contains information only Claim Editor User Guide Owner System Transition EEDA Claim Approver EEDA Authoriser EEDA Certifier EEDA Claim Approver Isacc Newton Stephen Hawkins Stephen Hawkins Period 01 01 2007 31 03 2007 Status Paid and Aggregated 21 08 2008 Type Interim Role Comment Attachment System System transition by TransitionClainsToPaidAgqregated effect Claim Approver Authoriser Certifier Claim Approver Claim Reviewer Claim Editor Claim Editor Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Pay pay pay Lift off certified OK for approval Claim authorised Claim created Previous Step Next Step Page 19 of 50 Financial Performance To display this screen When you open a claim from the claim schedule the Priority Axis Financial Performance page is the first screen to display While you have the claim open you may return to this screen at any point by clicking on the Financial Performance link in the Steps navigation pane Before the Claim Angel of the North North East Regional Competitiveness and Employment Programme Reference 1 1 1 Status Live Offer Details Claims Priority Axis P1 Period 01 01 2008 31 03 2008 Status Draf Claim 1 vi Due 30 04 2008
21. D a E rien ti atis oi ai tj tt e aaa en a a ake ten a Cat AE kan ou pa ea 47 YEARLY FUNDING PROFILE 2 2cccccecoccecceccececcecceccecsccuccecscceccucecsececcucaeceuceccucsessececcecaeseceeseueescucaesenes 48 QUARTERLY FUNDING PROFILE 0cceccecececcecceccececcecceccececcucaecuccueaecuecuuseeaucaecuuauceceusueaucaesaueaeaesenaess 49 TERMS AND CONDITIONS sea it tate ayen tan anti kako a fan n n eat a a ek ona on n ya t Rosen cect 50 MCIS Claim Editor User Guide Page 2 of 50 Document Number ERDF GN 1 008 Version Number 1 Date Published 1 April 2012 Introduction How to use this guide This user guide is designed to support you and submission of your claim onto MCIS The guide is broken down into clear sections so that you can pick out the functionality that you are interested in re visiting revising or reminding yourself of The user guide can be used in conjunction with the online help within the MCIS system Tip The page help tab on each page provides a description of what each of the screens covers About Claim Editors The Claim Editor role in MCIS allows the user to e Draft a claim for a project in line with the agreed monthly or quarterly claim schedule e Submit a completed claim for review prior to submission for payment to the Claim Reviewer Claim Editor User Guide Page 3 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Claim Editor Team Leaders A claim editor alloca
22. EUROPEAN UNION 290 Investing in Y our Future a ags Communities European Regional and Local Government Development Fund 2007 13 o MCIS Claim Editor User Guide ERDF GN 1 008 MCIS Claim Editor User Guide Page 1 of 50 Document Number ERDF GN 1 008 Version Number 1 Date Published 1 April 2012 EUROPEAN UNION e e Investing in Your Future w man European Regional Q Communities Development Fund 2007 13 Og Table of Contents INTRODUC HON raise fot eie ta tia kale sout OE e a e a a a a a a ae a a a a a a n a e 3 HOW TO USE THIS GUIDE 0 bk tett kt kt ke ke ka ee ae take kata taa aaa aaa ea EAE eee eee ae aeseaeseeeeoteoeoeeseeseooesooooeoueseoaosoooeesoooeen 3 ABOUT CLAIM EDITORS ccccececcececececcececscucaucesecscaccusecscacaueesecseauausacseueauaaseceuscueauausecseauusenscseauusenseavans 3 CLAIM EDITOR TEAM LEADERS sccececcecceceececcecceccccuccuccecccucceccecuecuucecaucuucuuauceecuusecuesueaecueeuuaecsececsanaes 4 THE CLAIMS PROCESS ON MCI1S c cccccecececcecececcccccececucecececscceuuuececseeaunecscauauaesecsescauauaenststauaunensneeass 4 LOGGING IN AND OUT OF MCIS ccccccecescecceccscesceccecescnscnccncescnsensescesenscnceneesenseneesenseeeesenseneenensenseas 5 DE OYE NO sees ort a ttc guste sa aa kan tk krik ta e once ak sa En a ta a aa an ans suai riots sone cea ee a a Re n n e kaa a 5 LOCU swe fy e ata s anti op it Da e a dtan fi t ak td Dat n titan za n li e Be a ti a e e a tk kt a e fa pwa
23. IS ID and password prior to go live contact your PDT MCIS helpdesk e lf you want to change your password click on the Personal Details tab and select Change Password Logout Click on the Logout link in the top right navigation bar ERDF site for England ERDF Library ERDF Glossary Best Practice MA User Administrator Tester for Managing Authority D Home Reporting Logout Claim Editor User Guide Page 6 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Home Tasks To display this screen The Tasks screen is your home page and is always the first page that displays after you log in to MCIS To return to this page at any time during your MCIS session click on the Home link in the top right navigation bar About this screen Your Task List displays tasks relevant to the role or roles that you have been allocated For the purpose of this guide we will focus only on tasks relevant to the Claim Editor Tasks in the list can be either open or locked Task Status Description Open Anyone with the appropriate MCIS role can take up and complete These tasks will display with a status of For acceptance To pick up an open task click on the link in the Action column Locked Only the named user can take up and complete The status will contain the name of the user who currently owns the task If a task is routed to a new user then the status will display as R
24. Rev Cap Rev Cap Rev Cap Rev Cap Rev 0 0 Profile E MON 1 500 000 1 500 000 750 000 0 oo o0 0 0 0 0 0 Q 0 fe a et o m Terms amp Conditions vl of Offer 2007 SESW eID 250 000 0 0 o Q 0 0 o Q Q Q o o a oO o C E Comments ME 127000 127000 oO 62500 0 o ao o o moo o a 0 a a 0 of om no Warning Clicking on one of a2 125000 125000 0 62500 0 0 o 0 0 0 o 0 o 0 fi am m o these links may resuttin unsaved changes being lost a3 PE an 62500 0 oo o o o o o 0 o o a o o o o tes a4 123000 123 000 0 62500 0 o o0 0 0 o o 0 0 0 mo wmo aa 500 00 s50 0 Can eer ES aT RS 2008 500 000 500000 oO 250 000 oO Go Q Q 0 Q D Q D o o a oOo o in this state ME 125 000 125 000 62500 0 0 o 0 0 0 0 0 0 0 mom a wm to Me oka konn n nn L n Y Yes pE z a2 PE E ia 62500 0 o o 0 0 0 o 0 0 0 0 o o o o x No a3 125 000 125000 0 62500 0 oo o 0 0 0 0 0 0 0 co a Go a on Page C Is empty a4 125000 125 000 0 62500 0 0o o 0 0 0 Q Q Q Q o a a a ao 1 Contains errors or warnings M cose ricci cee ME 250000 250000 o 125 000 0 0 o 0 0 0 0 0 0 0 w m aa n a2 250000 250 000 o0 125 000 0 o o 0 0 0 o 0 0 0 0 o o o o About this screen This screen shows the same information as the Yearly Funding Profile broken down by quarter The ratio of any quarterly ERDF value capital or revenue and the total capital or revenue expenditure for that quarter determines the quarterly capital or revenue intervention rate In MCIS interventio
25. Status column to view the Clawback Coversheet 8 To open a claim click on any claim detail that is underlined this indicates that there is a hotlink into the claim Claim Editor User Guide Page 15 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Claim Overview The project claim process in MCIS has nine steps which must be completed before it can be submitted to the Claim Reviewer for approval and submission to the PDT These are illustrated below The Steps navigation pane Project Claim Form The Steps navigation pane provides an easy way for you Md History to move from page to page quickly and easily and to I Financial Performance access pages in your chosen order Simply click on a step D Targets Performance to display the page gt Capital Expenditure x It also provides an at a glance view of which pages are completed and which you still have left to do Revenue Expenditure vi a Income x l ae 1 A red cross indicates that the page is not complete i Progress x and requires additional information res gt l Grant Payable 2 As pages are filled out and validated by the system the red crosses turn to green ticks e HE Comments x Note A claim cannot be submitted until all pages display green ticks in the Steps navigation pane Key Can claim be submitted with page in this state Steps Key W Yes A A key below the Steps
26. arning Clicking on one of these links may result in unsaved changes being lost Key Can claim be submitted with page in this state v Yes X No Page ls empty ls complete 1 Contains errors or warnings R Contains information only Period 01 01 2007 31 03 2007 Due 30 04 2007 Financial Performance Mia A g Contracted versus Actual Expenditure 3 000 00 2 000 00 1 000 00 0 00 Contracted Actual M Total Expenditure to Date Total Expenditure this Claim Remaining Approved Expenditure Expenditure To Date Excluding This Claim Expenditure This Claim Forecast Remaining Expenditure Total Approved Expenditure Expenditure Performance This Claim Total Expenditure This Claim Total Forecast Expenditure This Claim Performance Expenditure Performance In Year Total Expenditure This Year To Date Total Forecast Expenditure This Year To Date Performance Expenditure Performance Over Project Lifetime Actual Latest Forecast Expenditure Expenditure Forecast Contracted Performance Status Pending Review Type Interim Contracted Actual 0 0 250 250 1 750 1 748 2 000 1 998 250 250 0 250 250 0 1 998 2 000 0 Previous Step Next Step About this screen This page presents a read only view of the projects financial performance to date The top half of the page shows contracted versus actual expenditure in a chart format the lower
27. ba kl 6 HOME TASK 5 cscs cece cscs eects it is ta ii ki tt ke ad n e ile kt a a a ak ka l e n e n a ea ka 7 FILTERING ti sir ti tan tid ak aj oti a a an ol as anj a aa ia l ea a is ae a aa a e e t ana al avk n a a aa aj ca a SE k a 8 INITIATE A CLAIMI 00 t t t ta taa a nana ea aa aaa aa aa aaa ka aa aaa aaa aa kana aaa aa aaaaaaaaaaeaaaeaassassesossaosenoarasnaosanoannsnannn 10 SEARCH CRITERIA cccccsccssnscesceccscnscnscsenscnscnscsnnscnscnsesensensensnsensensenensenssensensensnsensensesensensensensnsensens 11 CLAIM OVERVIEW c0ccccccceccecceccscescnccecescnscnccncescnsensencnsenseneeseesenseasesensesensensensesensenseusesensenseneesenseness 16 DRAFTA CHA coun ik ft laa dat a it a lt cca a a ta ea ee a e e n n a ee a n e a e a a l a ana ete 19 PIS TORY iii titid ra tij e dra taa ei e at n a al kn an ka ae a ana aa a a e n e a ao be kai 19 FINANCIAL PERFORMANCE cscssceccecceccececceccececcuccuccecececaeceucucaeceecuesecaesaucueaecaesuuaueaececcuuaecsuaucaecauseeaes 20 TARGETS PERFORMANCE ccscececcecceccececcecceccecucceccucecucaecuccuccecaecuusueaucuecuesueausuucuuausuecaesecaceuuaecseseeseees 22 CAPITAL EXPENDITURE 2cccccececcecceccecccecceccecccuccuccucuecececuusueaecsesuuaucaucuecsuaucuecuucuuaecauseceusuuauuesaeseeaass 23 REVENUE EXPENDITURE ccceccecceccececcecceccecccacceccecuccucccuusueaecuccuuuucaesuesuuceceeseusueaeceecucseseesuuaecaeseeseees 27 NGOME instr n ata a an tne eis se a pare ati oss be ease a AE Aa
28. bottom of the Grant Payable page or the Comments link in the Steps navigation pane Claim Editor User Guide Page 36 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Claims Priority Axis P1 Period 01 01 2007 31 03 2007 Status Draf Claim 1 vi Due 30 04 2007 Type Interirr C onon B History After you have completed the claim you B Financial Performance are required to enter a comment here Comments P Targets Performance Please can you review this carefully put together claim and then we can get paid Capital Expenditure r before you Can submit the claim for Revenue Expenditure vl review A Income r Targets vA S i Attachments P Grant Payable re are currently no attachments to display 1 Comments x Warning Clicking on one of these links may result in unsaved changes being lost Key i Lee All previous steps must display Ses a an claim be submitted with page in i this state green ticks before you are able e to submit the claim About this screen This is the final screen to complete before the claim can be submitted 2 Click in the Comments field and enter a meaningful comment for the Claim Reviewer 3 You may add an attachment with additional information if required To add a file click on the Add Attachment button a Click on the Browse button b Navigate to where the file you wish to attach is stored c Select the file and click Open
29. ch screen in the claim header Project information shown at the top includes Name Programme Reference Status Claim information includes Priority Axis ID Claim number Period covered Claim Type Status The following pages of the guide describe each of the claim form screens and how to complete them Claim Editor User Guide Page 18 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Draft a Claim History To display this screen Click either the Next Step button at the bottom of the Comments page or the History link in the Steps navigation pane About this screen The History page provides details of the claim s progress to date through the MCIS work flow When you first create a claim the history will show a status of draft the current date your user details and role As the claim progresses through the MCIS workflow towards authorisation for payment this history will build This will include comments added by each person involved in processing the claim The current status of the claim always appears at the top of the History list History P History fi Financial Performance History m Targets Performance Status Date D Capital Expenditure Revenue Expenditure Paid 15 09 2008 A Income Authorised 21 08 2008 D Targets P Progress Pending 21 08 2008 Authorisation D Grant Payable m Pending Certification 21 08 2008 A Comments Pending Approval 210
30. comment in the box however You should use the standard template to complete your progress report to ensure that sufficient information is provided to the PDT 2 To add a file to the page click on the Add Attachment button a Click on the Browse button b Navigate to where the file you wish to attach is stored Claim Editor User Guide Page 33 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 c Select the file and click Open The file name will appear in the Local File required field d Enter a title for the attachment in the Title field e Click on the Upload Attachment button f Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps g If you wish to add more than one attachment repeat the upload process 3 The Practical Completion Date and the Financial Completion Date for the project are displayed To amend these dates click in each field and type the revised date Please note however that this will not change the dates in the funding agreement it is merely an opportunity to highlight the potential need for a date change A change of project dates requires a contract variation and should be discussed with your PDT in advance MCIS does not allow such changes without both grant recipient and PDT compliance If you do amend these dates you will be asked to enter a reason for the change when you at
31. ct Details 1111 1NE GrantAcceptor Purpose To Help Application Date 01401 2007 Start Date 01401 2007 Date Expenditure First Eligible 01 01 2007 Financial Completion Date 30 09 2008 Practical Completion Date 30 09 2008 Grant By Priority Axis Claim Editor User Guide Page 12 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 6 From the Profile screen click on the Claims tab to view the claim schedule 7 The Claim Schedule displays Testing Version 1 7 8 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice The UK Government s are Communities f Dg ge 4 Goveremem ERDF site for England Logged in as 1HE Claim Editor for OneHorthEast Home Reporting Logout Help Text Test North East Regional Competitiveness and Employment Programme Reference 999 Status Live claims Ofer Dais P1 Enhancing and Exploiting Innovation Humber Period Period End Type Status Grant Paid Version Offset Ineligible Expenditure Recovery Mechanism Recovery Status 1 Quarterly 31 03 2007 Interim Draft 0 00 1 0 00 0 00 2 Quarterly 30 06 2007 Interim 0 00 0 00 0 00 a Quarterly 30 09 2007 Interim z 0 00 0 00 4 Quarterly 31 12 2007 interim 0 00 0 00 0 00 Click on an 5 Quarterly 31 03 2008 Interim 0 00 0 00 0 00 u nderlined link to 6 Quarterly 30 06 2008 Interim 0 00 0 00 0 00 open the cl al m 7 Quarterly 30 09 2008 Final 0 00 0 00 0 00 information o
32. ctuals are also displayed You must update this with each claim If this is not done the PDT may return your claim Note You MUST press Next Step or Save to save your data If you use the Steps navigation pane to move to another page before pressing either of these buttons data you have entered will be lost Note As illustrated below if no revenue expenditure is contracted against this Priority Axis for the lifetime of a project or if it is a progress only claim the Steps navigation pane will display a green tick against Revenue Expenditure and a message will display stating that you are not required to enter data Claims Profile Priority Axis P1 Period 01 10 2007 31 10 2007 Status Pending Review Claim 4 vi Due 08 11 2007 Type Interim soo Revenue Expenditure History There are currently no revenue expenditure details to display Previous Step Next Step 3 3 8 GEE This message will display where a Claim is capital only Note MCIS will total these costs and use them to calculate the grant payable Income To display this screen Click either the Next Step button at the bottom of the Progress page or the Income link in the Steps navigation pane Claim Editor User Guide Page 29 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Priority Axis P1 Period 01 04 2008 30 06 2008 Status Draft Claim 2 vi Due 31 07 2008 Type Interim
33. dline project and applicant details that appear on the funding agreement Hoole Bridge Regeneration North West Regional Competitiveness and Employment Programme Reference NO00001 Status Draft Profile i Current Offer Details Offer Details SL project Details J History Project and Applicant v Project Hame Hoole Bridge Regeneration Details ia Project Reference Claim Schedule v i NODODO1 Targets WA Programme North Vyest Regional Competitiveness and Employment Programme Costs Profile W Applicant Chester City Council Yearly Funding Profile Change Applicant Ni Grant Acceptor Steven Farrell Quarterly Funding x Profile Change Contact i Terms amp Conditions X Project kl of Offer Enter project address es where different from that of the applicant organisation 1 Comments x Add Address Warning Clicking on one of Other Organisation s these links may result in unsaved changes being lost Key Can project be submitted with page in this state Purpose To regenerate Hoole bridge to provide a gateway to Chester City centre v Yes No Page Is empty ls complete Priority Axes Contains errors or warnings i i m P1 Stimulating Enterprise and Supporting Growth in Target and Markets BB Contains information ony O P2 Exploiting Innovation and Knowledge 7 P3 Creating the Conditions for Sustainable Growth Iv P4 Growing and
34. ested 6 250 00 Revenue Expend liture vi Maximum Capita Grant Allowed 39 000 00 incom s v Capital Grant Allowed This Claim 6 250 00 Targets r Progress dv P Grant Payable Revenue Expenditure 0 0000 Revenue Grant Requested 0 00 l Commen ts x Maximum Revenue Grant Allowed 0 00 Warning Clicking on one of Revenue Grant Allowed This Claim 0 00 these links may result in unsaved changes being lost Total Expenditure Grant Due This Claim 6 250 00 Key Can claim be submitted with pagg M C l S Deductions this state 1 Excess Income 1 000 00 a applies the Se a a Offsets 0 00 na intervention A Page t t Total Deductions 1 000 00 Is empty ra e O ls complete a S S e S S 4 Contains errors or warnings Grant To Be Paid This Claim 5 250 00 B Contains information only G a p i ta a n d Revenue Grant due Previous Step p Any deductions The value of grant to be paid including any which will appear on the previous payment instruction MCIS sends overpayment of to the SAP payment system grant that is being offset against this claim will display here lf the value of requested capital or revenue grant exceeds the maximum allowed the total grant agreed in the funding agreement the claim is automatically Claim Editor User Guide Page 35 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 restricted The restricted amount is anything above the agreed grant total but also includes the retention amount of
35. f an 8 Quarterly 31 12 2008 Progress Only 0 00 0 00 0 00 i Total 0 00 0 00 0 00 existing claim Or to initiate a new claim About this screen This screen lists all transactions associated with a project broken down by Priority Axis All historic and scheduled future claims are displayed together with values of grant paid an ineligible expenditure Claim Editor User Guide Page 13 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 The table below provides a description of each column item The claim number used to identify the claim These ascend in chronological order Period The claim frequency either quarterly or monthly according to the funding agreement Period End The end date of the claim period covered Type This may be Interim Progress Only Restricted Final Final Restricted This displays the current status of the transaction and allows grant recipient and PDT users to track progress of a transaction as it moves through the MCIS workflow A claim may have a status of draft pending certification pending authorisation paid paid and aggregated etc Grant Paid The grant total that has been paid out for each claim period this is then totalled at the bottom of the column Version Each time a claim is amended after it is submitted to the PDT for payment a new version is created and the previous version archived to ensure a strong audit trail is maintained Wheneve
36. h the step boxes for the first time you can see what has been achieved previously Additionally once the claim details have been entered you can view the impact that the current claim has had on the figures by clicking on Financial Performance in the step box before submitting Claim Editor User Guide Page 22 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Capital Expenditure To display this screen Click the Next Step button on the Target Details page or the Capital Expenditure link in the Steps navigation pane Claims Priority Axis P1 Period 01 01 2007 31 03 2007 Status Draft Claim 1 vi Due 30 04 2007 Type Interim B Histor y Capital Expenditure Enter values of capital expenditure against the A Financial Performanc e Expenditure This Claim Perio D Tar gets Performance a N P Target Capital Expenditure y capital app rop rl ate cost categ O ry ENPE BGT ever From Funding Profile E Revenue Expenditure l 7 Site Preparation 7 250 00 Income Y Targets k Total 0 250 00 250 Progress WA ee B Grant Payable l IM Comments x Evidence of Expenditure Capital i e a et a itu re for this claim perio Warning Clicking on one of Ena an m Attachments unsaved changes being lost File Hame Title Description Key No access to the underlined links doc Sample Delete Can claim be submitted with page in this state You must evidence A E aeri
37. ile l Marketing amp Interpretation 21 000 Quarterly Funding Profile Total 21 000 vA Terms amp Conditions About this screen This screen shows the amount that the project is contracted to spend each year broken down by Capital and Revenue eligible expenditure categories and profiled across its lifetime Claim Editor User Guide Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Total All Years 51 000 51 000 Page 47 of 50 Yearly Funding Profile To display this screen Click either the Next Step button at the bottom of the Costs Profile page or on the Yearly Funding Profile link in the Steps navigation pane Offer Details sees Step Yearly Funding Profile P History Project and Applicant P1 Stimulating Enterprise and Supporting Growth in Target and Markets Details Claim Schedule v Public Sector Public Private Private Voluntary Voluntary Planned EIB EIF Targets y Total Actual Sector In Sector Sector In Sector Sector In Income loans Kind Actual Kind Actual Kind Costs Profile A Yearly Funding Profile Total Cap Rev Cap Rev Cap Rev Cap Rev Cap Rev Cap Rev Cap Rev Cap Rev Cap Rev vA Quarterly Funding Profile Total 1 500 000 1 500 000 oO 750 000 0 0 0 0 0 0 0 0 0 0 0 o o o o Terms amp Conditions vi 2007 soo 000 s00000 oa 250 000 0 0 0 0 0 0 0 0 0 0 0 0 o oO of Offer 2003 500 000 500000 oO 250 000 0 0 a 0 0 0 0 0 0 0 0 o o o o Comments A
38. me and password Click on Login 2 The first time you log in as a new user for security purposes you will be asked to change your password You are also required to add two security questions and answers These will be used to validate your identity if you should forget your password in the future Change Password screen First time Login Change Password Because you are logging in for the first time you must set a new password Please enter the original password sent to you and your new password twice Then click on the Save button Old Password New Password Re enter Hew Password Claim Editor User Guide Page 5 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Security questions at first logon First time Login Security Questions To complete the registration of your account please supply two security questions such as Mother s maiden name and first pet s name together with the appropriate answers and click Continue The security questions may be used to verify your identity should you need helpdesk support Security Question 1 Po E Security Answer 1 Fen Security Question 2 Fen Security Answer 2 D E co 3 On subsequent log ins your home page will display Notes e Once you are logged in MCIS will not generally request further proof of your identity It is therefore essential that you do not share your ID and password with anyone e f you have not received an MC
39. n Click on OK 8 The Claim Schedule screen displays The claim shows as pending review The claim is returned to the Claim Reviewer 9 Once complete the claim reviewer will review check and send your claim to the PDT using MCIS Claim Editor User Guide Page 41 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Offer Details When you are drafting a claim you may wish to refer to the offer details held on MCIS for the project 1 Click on the Offer Details tab Hoole Bridge Regeneration North West Reference MOO0001 Claims Current Offer Details Profile 2 The project History screen displays Claim Editor User Guide Page 42 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 History To display this screen This is the first page to display when you click on the offer details tab You can redisplay this page at any point when reviewing the pages of the offer by clicking the History link in the Steps navigation pane About this screen This screen shows the history of the project from its earliest to its latest state on MCIS The most recent status displays at the top History CS isto B history The project history is Project and Applicant vi History 1 Details displayed here The Claim Schedule L Status Date Owner Comment m ost rece nt stat u S S Targets A Offer Accepted SEDA Project Project Deliverer Great
40. n rates may vary from one quarter to the next but the overall annual intervention rate must match that that is in the agreed Offer Details of the project The quarterly profile is not displayed on the offer letter only the yearly totals have contractual significance Claim Editor User Guide Page 49 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Terms and Conditions To display this screen Click either the Next Step button at the bottom of the Quarterly Funding Profile page or on the Terms and Conditions of Offer link in the Steps navigation pane About this screen This screen shows miscellaneous items that appear on the offer including the retention rate and any offer conditions and the date by which they should be fulfilled It also indicates whether an annual and final audit are required based on the size of the project ou Offer Details SD terms and Conditions of ofter f m History 5 Project and Applicant v HW Contact Jono Jones Detalla Retention Rate 10 0000 E Claim Schedule La Requires Annual Audit Vv Targets A i i i Requires Final Audit iF E Costs Profile v Yearly Funding Profile Offer Conditions By Date E Quarterly Funding vA t has to be a big house 02 08 2008 Profile E Terms amp Conditions y of Offer Previous Step Next Step B Comments k a Warning Clicking on one of 3 z E ka n pa t Amend Offer Details unsaved changes bei
41. ng lost Claim Editor User Guide Page 50 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012
42. ntinue to process the claim If this is not sufficient the claim may be returned to the grant recipient for amendment You must attach a spreadsheet identifying the documents that form evidence of the expenditure reported on the claim For all claims the following documentation must be attached e ol Transaction list Beneficiary soreadsheet Procurement spreadsheet Overhead apportionment methodology To add a file click on the Add Attachment button a Click on the Browse button b Navigate to where the file you wish to attach is stored c Select the file and click Open The file name will appear in the Local File required field d Enter a title for the attachment in the Title field e Click on the Upload Attachment button f Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps Claim Editor User Guide Page 28 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 g If you wish to add more than one attachment repeat the upload process Note An Excel template to capture the required information has been provided by the Department for Communities and Local Government to PDT s for issue to Grant recipients 5 Enter forecast revenue expenditure for future claim periods in the boxes provided The target expenditure as per the quarterly funding profile is displayed below the forecast boxes Historic a
43. outed to x where x is the user s name until the user accepts the task For the Claim Editor the Task list will only show locked claims i e those that are being worked on by another claim editor within your organisation or claims that have been returned to you by the Claim Reviewer or Claim Approver for amendment or further information These will display with an Action of Amend Claim Claim Editors do not initiate new claims from the task list To open a new claim for drafting you must navigate to the claim schedule screen as described in the next section initiate a Claim e Note lf you do not submit your claim by the due date your PDT will be in contact with you about this Claim Editor User Guide Page 7 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 The UK Government s ba ye FEL ERDF site for England Tasks Date Raised Hame Testing Version 1 7 8 15686 ERDF site for England ERDF Library ERDF Glossary Best Practice Logged in as 1HE Claim Editor for OneNorthEast Home Reporting Logout Task List for your allocated role s Priority Axis Claim Ho Raised By Status Action 18 08 2008 999 Help Text Test P1 System Transition For Acceptance Amend Claim 44 08 2008 1S Testing Bugs P172 1NE Claim Editor With 1NE ClajEditor 31 07 2008 Cognos 001 COGNOS test project P33 Jonty All Roles 31 07 2008 Cognos 001 COGNOS test project P356 Fil
44. r more than one version of a claim exists the number in this column becomes a link to a Summary screen listing all earlier versions An offset is a way of the PDT recovering a previous overpayment The value of the grant overpaid is offset or deducted from the grant due on a future claim or claims Ineligible This is the excess amount that the MCIS system has determined Expenditure that a project was paid on this claim A cumulative total appears at the bottom of the column Recovery The recovery mechanism is the means by which a PDT recovers mechanism an overpayment from a grant recipient Funds can either be recovered by offsetting the value against a future claim or claims or by raising and issuing a demand note an invoice to the grant recipient Click on the link in the Recovery Mechanism column to display the Clawback Details screen If there is more than one clawback associated with a claim then a View Details link will appear in this column Click the link to open the Clawback Summary screen This will allow you to look at all clawbacks associated with the claim Claim Editor User Guide Page 14 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Column Item Recovery status Description The recovery status is a general indication of the success of a clawback e g partially recovered rather than a percentage or monetary figure Click on the link in the Recovery
45. ring the claim period against each capital expenditure category in the box es provided Values must be entered for all categories displayed The total soend to date excluding this claim period by category is displayed for reference The target capital expenditure for this claim period from the quarterly funding profile held on MCIS is displayed at the bottom of the right hand column Note When the screen is validated where the value entered differs from the target value by more than 10 the user is presented with a box in which to enter a reason for the variance This must enable PDTs to determine whether or not the explanation is sufficient and they can continue to process the claim If this is not sufficient the claim may be returned to the grant recipient for amendment Claim Editor User Guide Page 24 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 You must attach a spreadsheet identifying the documents that form evidence of the expenditure reported on the claim For all claims the following documentation must be attached Transaction list Beneficiary spreadsheet Procurement spreadsheet Asset register where relevant Add New Further Detail Attachment To attach a file enter a local file name or click Browse button title and description and then click Upload Attachment If you do not want to add an attachment after all click on Abandon Upload to revert to previous screen state Note
46. shed 1 April 2012 Revenue Expenditure To display this screen Click either the Next Step button at the bottom of the Capital Expenditure page or the Revenue Expenditure link in the Steps navigation pane The target expenditure for this quarter populated from the Claims otter Detais information in the funding profile Priority Axis P1 Period 01 01 2008 31 03 2008 e Claim 1 vi ype Interim reye Enter values of revenue nee expenditure against the History A Financial Performance Expenditure This Claim Period appropriate cost category R Targets Performance Expenditure To Date i in 012 Capital Expenditure Revenue Excluding This Claim de ia eio From Funding Piofile Revenue Expenditure x Consultancy 0 10 000 00 Income x Targets x Total 0 10 000 00 10 000 Progress x P Grant Payable The total of all Evidence of Expenditure Revenue Comments x z TEE expenditure entered these links may result in Attachments F TT p a for this claim unsaved changes being lost ae evidence of expenditure kata Key Mix of upper and lower case words doc Sample Delete this state Add New Attachment v Yes X No Latest Revenue Expenditure Forecast Page ls empty 5 ls complete 01 Q2 03 Q4 Total Contains errors or warnings 2008 10 000 20 000 2 10 000 i B Contains information only Offer Targets 10 000 10 000 20 000 Enter forecast a Previous Step Next Step
47. t nese nepen Progress Report Targets Performance Capital Expenditure v Revenue Expenditure Income v Targets vA Attachments Progress x There are currently no attachments to display Grant Payable Comments x Add New Attachment Warning Clicking on one of l l l i i i these links may resuttin Practical Completion Date 34122008 ddimmiyyyy Financial Completion Date 3112010 ddimmiyyyy unsaved changes being lost Funding Change Explanation kay Practical and Financial Completion ane dates are taken from the funding de pe enn agreement and are editable but No do not change the contract ls complete Tendering amp Publicity Compliance 1 Contains errors or warnings g ty pui Contains information only 7 We hereby declare that we have complied with the terms and conditions of the agreement for ERDF funding for the Project as set out in the grant offer letter for this project and this claim has been prepared in accordance with those terms Previous Step Next Step Tendering and Publicity Compliance tick box About this screen The primary purpose of this page is to capture information on the project progress since the last claim was submitted Completing this screen 1 Enter your progress report in the field provided The box will expand as you enter text If you would rather you may upload the report as an attachment As this field is mandatory you must still enter a
48. ted a team leader status on MCIS can in addition to the tasks above e Access a claim locked under another claim editor and route it on to him or herself or another claim editor This feature of MCIS ensures that claims locked against a claim editor who is out of the office on holiday or sick leave for example can be released and re allocated to another member of staff to action Note It is recommended that all users are allocated Team Leader status The Claims Process on MCIS The stage in the MCIS workflow which is covered by this guide is outlined in the shaded boxes below 2 Claim Reviewer Reviews claim 3 Claim Approver Approves claim 4 Certifier Certifies claims 5 Authoriser Authorises claim for payment Note If during the drafting or review of a claim by the Grant recipient organisation the project is suspended the claim will be returned to the claim editor who initiated the claim Claim Editor User Guide Page 4 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Logging in and out of MCIS Login To log in to MCIS go to the home page of the ERDF for England website www mcis erdf communities gov uk and click on login Login Enter your usemanta and password here K your begin details ars not accepted piazza contact your local Support Holndesk Usetnannet Po Password Po 1 Enter your Government Gateway Userna
49. ted box Enter A n ka aaa forecast values in all other this state 2009 i 0 00 Gates boxes displayed w hie Claim Editor User Guide Page 31 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Completing this screen 1 Enter the actual and forecast figures for each target in the boxes provided All values for all quarters must be entered Annual totals and offer targets display at the right hand side Notes e When the screen is validated where the value you have entered differs from the offer value by more than 10 a box will appear in which you are required to enter a reason for the variance e lf you realise you have entered incorrect information which has caused the error message re enter the correct figures and click the Next Step or Save button If your figures are correct or the revised figures are Still 10 different from those in your offer you must enter a reason in the box provided Claim Editor User Guide Page 32 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Progress To display this screen Click either the Next Step button at the bottom of the Revenue Expenditure page or the Progress link in the Steps navigation pane Claims Offer Details Priority Axis P1 Period 01 04 2008 30 06 2008 Status Draft Claim 2 vi Due 31 07 2008 Type Interim ED 9 U 00 0 el You must provide a Financial Performance Progress Repor
50. tempt to save the screen 4 Funding Change Explanation Please provide the details of any new sources of funding for your project where relevant This information should include the amount of funding that will be provided 5 Ownership change details Please provide reasons for any change in the ownership of a project as well as new contact information where relevant 6 Click on the Tendering and Publicity Compliance tick box when applicable Claim Editor User Guide Page 34 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Grant Payable this Claim To display this screen Click either the Next Step button at the bottom of the Project Income page or the Grant Payable link in the Steps navigation pane About this screen This screen presents a read only statement of the grant to be paid on this claim MCIS takes the amount of capital revenue expenditure declared and applies the appropriate intervention grant rate for the quarter in which the claim period falls to obtain the Capital Revenue Grant requested MCIS also displays the maximum capital revenue grant payable Priority Axis P1 Period 01 01 2007 31 03 2007 Status Draft Claim 1 vi Due 30 04 2007 Type Interim se n P History B Financial Performance e Expenditure This Claim Grant Rate Grant Payable m Targets Performance A ka F Capital Expenditure V Capital Expenditure 12 500 00 50 0000 Capital Grant Requ
51. tering Amend Claim Jonty Ali Roles View Claim Jonty Ali Ro With Jonty Ali Roles View Claim Click on the link to access a claim for editing A range of filter criteria are provided to help you prioritise your Task List 1 To filter tasks enter as many or as few criteria as you require and click on the Filter Tasks button 2 To remove all selections and display all tasks click on the Remove Filter button Filter Criteria Reference Hame Group Owner Raised By Claim Editor User Guide Status Pow Sort By Date Raised penti enn Sequence C asc Desc Action C Page Size fio ai Fitter Tasks Remove Filter Lo Filter Tasks button Axis Page 8 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Reference Enter the project reference to display only tasks relating to that project Enter the project name to display only tasks relating to that project Groups are categories set up by the PDT at programme level for workflow and reporting purposes Groups may be for example thematic e g urban regeneration or geographic e g sub regions Enter a group name to display only tasks associated with projects belonging to that group Each project on MCIS is owned by a Project Monitor within the PDT To filter tasks by an owner enter their name here This can be your own or another user s name Raised By If you wish only to
52. ts achieved during this claim period monthly or quarterly and the anticipated targets over the remaining quarters of the project forecasts Historic actual achieved values are also shown Target figures from the funding agreement are also displayed on this screen Each page holds a maximum of five targets If there are more targets extra pages are created The Next target page button will appear to allow you to navigate through these additional Target Details pages The cumulative annual total Claims rofile Offer Details istory an d th e a nn u al ta rg et val u e from the offer letter are Priority Axis P1 Period 01 01 2007 31 0 Status C Claim 1 vi Due 30 04 2007 displayed to the rig ht Type Inte CCO o o Targets 1 to 3 History Financial Performance Target 1 Brownfield land reclaimed amp or redeveloped ha Hectares l Targets Performance Total achieved to date on authorised claims 0 00 Capital Expenditure vi a1 a2 03 04 Year Total Offer Target Revenue Expenditure 2007 50 00 Incom e A E Targets v 2008 20 00 Page 1 2009 10 00 Progress v 8 Grant Payable Target 2 No of SMEs assisted with innovation including integrat development of workforce skills where appropriate Number Comments x Total achieved to date on authorised claims 0 00 Warning Clicking on one of these links may result in Offer Target inchs 2007 l Enter actual target values in 1 000 00 Key pou the highligh
53. usually 10 of the grant total MCIS also lists any deductions which need to be made to the claim These include e Any income over and above the planned project income across the lifetime of the project as detailed in the funding agreement e The value of any clawback s against previous overpayment being offset against grant due on this claim At the bottom of the screen MCIS states the Grant to Be Paid This Claim This is the value which appears on the payment instruction sent to the PDT accounting system Once you have reviewed this screen click on the Comments link in the Steps navigation pane to start the process of submitting the claim Final Claims On the final claim the capital and revenue amounts withheld on previously restricted claims are displayed as separate items and added onto the capital and revenue grant requested figures In place of the maximum allowed figures the system displays Capital Grant Remaining and Revenue Grant Remaining Once the final claim has been paid no further financial claims can be made on the project Progress reports providing information on outputs may continue to be required until the practical completion date but no further grant can be paid out to the grant recipient Progress Only Claims The same version of the screen as for paid claims is displayed with N A shown under the capital and revenue headings Comments To display this screen Click either the Next Step button at the
54. utput E Costs Profile VA ii i ota on 2 2 2 2 2 2012 2 2 2 2 2 2 2 E Yearly Funding Profile a 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 Years 7E Quarterly Funding Mi 0502 004 No of businesses 10 0000 50000 5 0000 0 0000 0 0000 0 0000 0oooo 0 0000 0 0000 ooo 0 0000 0 0000 0 0000 20 0000 i Profile assisted to improve their 3 Terms amp Conditions re of Offer Comments x Warning Clicking on one of these links may result in unsaved changes being lost Impacts K as 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 Praha Can project be submitted with page in this state 050 P2402 Net additional 25 0000 50 0000 25 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 100 0000 employment vY Yes Number x No Page l Is empty E ls complete Contains errors or warnings Previous Step Next Step B Contains information only Claim Editor User Guide Page 46 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Costs Profile To display this screen Click either the Next Step button at the bottom of the Targets page or on the Costs Profile link in the Steps navigation pane Offer Details TE eh project costs e P History Project and Applicant vi Details P2 Exploiting Innovation and Knowledge Claim Schedule x Targets v Capital Costs Costs Profile v 5 Category 2007 E Yearly Funding Prof
55. view 0 00 1 0 00 0 00 a Quarterly 30 06 2007 Interim 0 00 0 00 0 00 Note If this is the first time you have submitted the claim for review the version will remain as 1 The version is only increased if the Claim Approver rejects the claim and it is subsequently edited by the Claim Editor or the Claim Approver amends the claim on behalf of the Claim Editor Claim Editor User Guide Page 38 of 50 Document Number ERDF WI 8 002 Version Number 1 Date Published 1 April 2012 Save and Edit a Claim To save a claim lf you are not able to complete a claim for any reason you can save and close it and then return to it at a later date 1 2 Click on the Save button Click on the Claims tab The Claim Schedule screen redisplays The Status of the claim is shown as Draft Click on home The claim is displayed in your Task List with a status of For Acceptance and an action to Amend Claim The claim is locked with you until you are ready to reopen and continue drafting it To open a draft claim Claims which you have started to draft and then closed or claims that have been routed to you for drafting will display in your Task list To open the claim 1 Click on the notification in your Task list 2 Theclaim History displays Any incomplete pages will display in the Steps navigation pane with red crosses 3 Edit and then either route or submit the claim as appropriate Claim Editor User Guide Page 39 of
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